How to Implement ClickUp for Agencies

00:27:33
https://www.youtube.com/watch?v=Sdf4xeDxUKU

Resumen

TLDRThe video introduces Zempilot's approach to improving agency efficiency and productivity through the use of ClickUp, a project management tool. Agencies often switch tools every 17 months due to frustration from failed implementations. Zempilot offers help by aligning ClickUp to streamline operations for nearly 3,000 agencies, focusing on creating clarity across the team—from individual contributors to leadership and clients. It stresses the importance of a clear hierarchy, templates for tasks, lists, and client folders. Agencies are guided on how to use ClickUp's features for workload management, reporting, and client communication. Training and maintaining high-quality standard operating procedures are emphasized, with detailed roles outlined for team members, managers, and a ClickUp champion who ensures system efficiency and adoption. The end goal is to cease the constant tool-switching and establish a robust, single project management system.

Para llevar

  • 🔄 Agencies switch project management tools frequently, often every 17 months.
  • 🛠 Zempilot assists agencies in using ClickUp to streamline operations and improve productivity.
  • 👥 Individual team members gain clarity and efficiency with ClickUp's task views and features.
  • 📊 Account managers use ClickUp's curated views and dashboards to handle client tasks effectively.
  • 📅 Project managers benefit from ClickUp's workload and time management features for balanced scheduling.
  • 👓 Leadership enjoys consolidated views of key metrics and project health in ClickUp dashboards.
  • 🔍 Clients get clear updates via ClickUp, enhancing transparency and communication.
  • 📚 Successful ClickUp use requires clear hierarchies, templates, and training strategies.
  • 🧠 A designated ClickUp champion ensures system consistency and team adherence to best practices.
  • 🚀 Implementing ClickUp effectively can increase agency productivity, profitability, and client retention.
  • ⚙️ Zempilot offers a system that sticks, ending the cycle of tool-switching.
  • 🔄 Transition should be clear, with no soft launches, to maintain a single source of truth.

Cronología

  • 00:00:00 - 00:05:00

    Agencies change project management tools approximately every 17 months seeking a tool simple enough for teams to use consistently yet powerful for resource management. Zempilot offers a solution, having aided almost 3,000 agencies in streamlining their operations using ClickUp, promising enhanced productivity and clarity across all organizational levels.

  • 00:05:00 - 00:10:00

    Individual contributors in an agency can benefit from using ClickUp by having a dedicated 'My Task' view to manage overdue work, today's tasks, and future tasks, enhancing productivity. Account managers get a client-centric view to prioritize issues and manage timelines, while project managers can ensure team workload is balanced through accurate task, assignee, due date, and time estimate management.

  • 00:10:00 - 00:15:00

    Leadership in agencies use dashboards in ClickUp to monitor project health, billings, and team performance, aiding in resource allocation. The tool provides insights into client profitability, time tracking, and project health, helping agencies maintain client relationships and optimize internal operations efficiently.

  • 00:15:00 - 00:20:00

    The key to effectively using ClickUp involves establishing a well-structured hierarchy, starting with a workspace containing spaces for growth, delivery, and operations. Agencies should also build out spaces for CRM, process libraries, contract management, and knowledge bases for efficient management of internal processes, client projects, and team collaboration.

  • 00:20:00 - 00:27:33

    Ensuring all team members are well-trained on ClickUp is crucial for successful implementation. Agencies are advised to build templates for tasks, lists, and folders, and ensure proper processes are followed using task descriptions and checklists. Successful migration requires clear planning and avoiding bulk import, while ongoing training helps embed best practice usage across the agency.

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Mapa mental

Vídeo de preguntas y respuestas

  • Why do agencies frequently switch project management tools?

    Agencies often switch project management tools every 17 months due to dissatisfaction with the current system's functionality, leading to frustrations and inefficiencies.

  • What is Zempilot's promise to agencies?

    Zempilot promises to help agencies build more productive, profitable, and healthy teams by streamlining operations with ClickUp.

  • How does ClickUp help individual team members in agencies?

    ClickUp provides individual contributors a view of all their tasks, deadlines, and allows time tracking and communication within tasks, increasing productivity.

  • What features does ClickUp offer for account managers?

    ClickUp provides account managers with views that help prioritize client issues, manage timelines, and communicate effectively, alongside having dashboards for additional insights.

  • How can project managers benefit from using ClickUp?

    Project managers can view workloads, capacity, and track tasks with due dates and time estimates, allowing efficient scheduling without overwhelming the team.

  • What dashboard views can leadership get in ClickUp?

    Leadership can view project health, billing objectives, client updates, and team time tracking all in one place, aiding in resource allocation and planning.

  • What are the benefits of using ClickUp for client interactions?

    Clients can access clear, consistent updates and results through ClickUp client portals, making communication straightforward and transparent.

  • How does Zempilot suggest implementing ClickUp successfully?

    Zempilot advises setting up a clear hierarchy, using structured templates for tasks and projects, and training team members effectively to use ClickUp.

  • What is the role of a ClickUp champion?

    A ClickUp champion maintains system consistency, monitors team activity, and addresses any user questions or issues, ensuring adherence to best practices.

  • What's the impact of using ClickUp according to Zempilot?

    Using ClickUp with Zempilot's strategy can greatly increase productivity, enhance profitability, and improve client retention while simplifying management.

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  • 00:00:00
    so let's start this journey with a few facts or at  least one fact the typical agency switches project
  • 00:00:06
    management tools every 17 months and I know that  sounds crazy but unfortunately it's it's true
  • 00:00:14
    and if you're anything like the typical agency  you're pouring hours and hours and hours of
  • 00:00:21
    countless effort each month into trying to get  your project management tool to work for your
  • 00:00:27
    team it's probably exhausting and this constant  trial and error is is just frustrating the team
  • 00:00:33
    and they're being left hungry for a better  way agencies are always on the hunt for this
  • 00:00:39
    simple but powerful project management solution  so they switch tools and think that technology is
  • 00:00:45
    going to solve all of their problems essentially  what they're looking for is a simple and logical
  • 00:00:52
    enough tool that the team can easily pick it up  and use consistently but you're also looking for
  • 00:00:57
    something that's powerful enough in terms of  the reporting invisibility and Integrations
  • 00:01:02
    that it has to enable easy Resource Management  efficiency and profitability Analysis but how
  • 00:01:11
    do we achieve this well let me tell you you are  in luck because you've come to the right place
  • 00:01:16
    at zempilot we've helped close to 3 000 agencies  build more productive profitable and healthy teams
  • 00:01:23
    by streamlining their operations we've helped  them solve this exact problem that they've
  • 00:01:27
    been facing so as click Up's first and highest  rated Solutions partner we've learned the secret
  • 00:01:34
    the secret to creating that simple but powerful  project management solution that you've been
  • 00:01:39
    searching for this whole time so I'm going to walk  you through the exact steps that you need to set
  • 00:01:45
    up click up to achieve this Clarity at every level  in the organization I'm talking Clarity for your
  • 00:01:51
    individual contributors Clarity for your account  management team your project managers and team
  • 00:01:56
    leads leadership as well as your clients because  your clients need to know what the heck is going
  • 00:02:01
    on in the results that you're delivering so  let's see how we can get clarity for all of
  • 00:02:07
    these different people so first let's look at the  future State and the future State as I discussed
  • 00:02:11
    is really Clarity for all with click up there  is so so much potential there are plethora of
  • 00:02:18
    views and dashboards that you can create but we  need to unlock this and we're here to help you
  • 00:02:24
    unlock the potential of click up so first let's  discuss your individual contributors or as some
  • 00:02:32
    call them your worker bees so in Click up they're  going to have a view of all of their work they're
  • 00:02:37
    going to have context right in that view and the  process for how this work needs to be completed
  • 00:02:43
    in Click out we utilize a dedicated my task view  that allows them to see all this and this is at
  • 00:02:48
    the averaging level so they can see work across  your whole click up workspace you'll be able to
  • 00:02:52
    see their overdo work today's work and work in  the future so it's all right there which will
  • 00:02:58
    just make them more productive in addition they'll  also be able to write in this view they can track
  • 00:03:03
    time as we can see here they can communicate  with the team via comments and they can also
  • 00:03:07
    just complete their tasks directly in this  view it's all going to be in one place for them
  • 00:03:15
    so in addition to your individual  contributors you're also going to
  • 00:03:18
    have your account managers so in this  view you'll see they're going to have a
  • 00:03:20
    view for all of their clients this is going  to help them prioritize issues they'll get
  • 00:03:25
    an overview of timeline and they'll be able to  communicate with clients accordingly we create
  • 00:03:30
    this dedicated account management view like  this and there's also dashboards that they
  • 00:03:34
    can have to also give them more context  into what is happening with their clients
  • 00:03:40
    so after your account managers we're going to  have your project managers your project managers
  • 00:03:45
    are going to have an accurate view of workload  and capacity which is a common question that we
  • 00:03:50
    get about click up or any other project manager  tool for that matter how do we measure workload
  • 00:03:54
    and how to actually make this accurate so when  click up becomes your single source of Truth
  • 00:03:59
    and all the tasks have assignees due dates and  time estimates that's very very important don't
  • 00:04:05
    forget that assignees due dates time estimates  signings due dates time estimates get that in
  • 00:04:09
    your brain also you need to take out of office  into consideration because that's also going
  • 00:04:14
    to have effect on workload your project managers  through all of this will be able to schedule and
  • 00:04:19
    assign work without overwhelming the team which is  obviously super important as we talked about you
  • 00:04:24
    need to be able to scale efficiently effectively  and healthy you don't want to overwhelm the team
  • 00:04:28
    but they'll use the workload view to communicate  with account managers and team leads and they'll
  • 00:04:33
    be able to get work signed and planned to match  client deadlines so they're going to have an
  • 00:04:38
    accurate view of workload and again we need make  sure all tasks have assignees due dates and time
  • 00:04:43
    estimates those are the three key things there's  a lot other things that we do but this is how
  • 00:04:47
    they're going to get the workload view accurate  inside of click up and have that Clarity for them
  • 00:04:53
    and lastly we're also going to have leadership  leadership is going to have a view to see client
  • 00:04:58
    in Project Health in one place they'll be able  to see MPS scores they can see billing objectives
  • 00:05:03
    and also these account management updates so we  also have a CRM or Account dashboard that we're
  • 00:05:08
    going to use that all of this can be in one  location for your leadership to see all that
  • 00:05:13
    information and that allows them to say hey do  I need to jump into a client call or something
  • 00:05:17
    like that to help out the team or do I need  to allocate additional resources there as well
  • 00:05:22
    in addition to this Account dashboard we're also  going to be able to see profitability by client
  • 00:05:26
    by service line by person and this is actually a  view outside of click up what I'm showing you here
  • 00:05:33
    but we need our click up data structured well to  actually create this dashboard this is also going
  • 00:05:39
    to give us visibility to overall utilization for  the team in addition leadership is going to have a
  • 00:05:44
    view on time tracked across all of your clients  so I can create a dashboard to view all this
  • 00:05:49
    and they'll be able to compare the time track to  time estimates to see if there's any issues there
  • 00:05:54
    and lastly they'll be able to see how the team is  performing overall and ensure they're following
  • 00:05:58
    best practices with this level of visibility  as you can see in this report we'll be able
  • 00:06:02
    to continue to push towards better planning  and better planning is going to offer your
  • 00:06:07
    agency better visibility into workload which  is what we're all trying to solve [Music]
  • 00:06:15
    also be creating views and dashboards for your  clients this will give them a full picture of
  • 00:06:21
    how you're helping them achieve their goals so  as you can see here I have a client portal that's
  • 00:06:25
    utilizing views some links reports and notes it's  all in place I only have to send the one link and
  • 00:06:31
    they can go right there in addition it'll be  automated it's not going to be a highly manual
  • 00:06:36
    tedious process all I have to do is set it up  send them a link and then they have one place for
  • 00:06:41
    everything as long as I complete my tasks we'll  be good to go so let me ask you this wouldn't it
  • 00:06:46
    be amazing to have this level of clarity let's now  walk through how you can set all this up and click
  • 00:06:51
    up to get those levels of clarity so first of all  we need to start off with the hierarchy inside of
  • 00:06:57
    click up thank you every agency once you come into  click up you're gonna start off with a workspace
  • 00:07:04
    so the workspace is where essentially everything  is going to live your workspace should be named
  • 00:07:09
    after agency that is uh hopefully a no-brainer  so now after your workspace that's easy this
  • 00:07:16
    is where a lot of agencies start to limit their  visibility you need to plan manage and track your
  • 00:07:23
    internal work along with client work in the same  unified system if you want to actually achieve
  • 00:07:29
    a comprehensive view of progress workload and  time allocation so your work in all three areas
  • 00:07:36
    of your business needs to be replicated inside of  your PM tool let's talk about the best way to do
  • 00:07:41
    this so as you can see here in my left hand menu  in Click up I have three spaces well I have more
  • 00:07:48
    than that but three main spaces for all my agency  work we're going to have a growth we're going to
  • 00:07:53
    have delivery and we're going to have operations  so growth is essentially the space where you
  • 00:07:58
    make your promise this is where your sales and  marketing work is going to live delivery is where
  • 00:08:03
    you're going to be keeping your promises this is  where you're going to be servicing client work and
  • 00:08:07
    then operations essentially me where everything  else lives so recruiting Finance HR part already
  • 00:08:13
    planing which is very important the list goes on  so those are your three main spaces that you need
  • 00:08:19
    to have set up in addition you can also build out  a CRM as we mentioned or we can call it an account
  • 00:08:26
    dashboard this is a place for you to track all  your deals your contacts and your companies as you
  • 00:08:31
    can see here this is extremely important because  it's going to become a single source of Truth for
  • 00:08:38
    all of your accounts so I have all of my account  level information in here again I have one for
  • 00:08:42
    you to see all that you're going to be using this  track client Health objectives account management
  • 00:08:48
    updates billing so on and so forth basically  whatever Fields you want to put in here that
  • 00:08:53
    you need to be tracked you can put in the CRM  and because your client services live and click
  • 00:08:58
    up having this asset live in Click up as well is  going to be extremely powerful it keeps your team
  • 00:09:03
    aligned on every client and gives leadership a  single view for every account your agency services
  • 00:09:09
    in addition to this you're also going to need to  build out a process library to store your process
  • 00:09:13
    those templates we're going to dig into this a lot  more but this is arguably the most valuable asset
  • 00:09:18
    that your agency is going to have so aside from  this you can also have a contract management space
  • 00:09:24
    to manage your contracts this is a great way to  centralize contract information such as cost time
  • 00:09:31
    and resources and things like that you might even  have a space for your Freelancers to help manage
  • 00:09:37
    Freelancers and collaborate with them efficiently  on tasks where maybe they shouldn't have access
  • 00:09:41
    to your your full agency's work and that you have  inside of click up and lastly though it's not a
  • 00:09:48
    space you'll also want to have a knowledge base at  the everything level this is going to be a central
  • 00:09:54
    hub for you to store information regarding click  up usage company information standard operating
  • 00:10:00
    procedures which you can also link to your process  templates but more on that later this is going to
  • 00:10:05
    keep everything centralized and making it super  easy for your team to find so as you can see here
  • 00:10:10
    I have a knowledge base where everything is going  to live it's going to make it super easy for my
  • 00:10:13
    team to find it and learn how to use click up  learn what they need to do and so on so forth
  • 00:10:22
    okay so now that we've covered the high level  in the click up spaces we now need to discuss
  • 00:10:27
    what's underneath all those levels so every single  space in your hierarchy is going to have folders
  • 00:10:32
    so to summarize right now we have the everything  level we have our spaces and now we have folders
  • 00:10:38
    so the folders can be sales and marketing folders  in your growth space where all the work lives for
  • 00:10:46
    sales in the sales folder and all the marketing  work lives in the marketing folder as you'll see
  • 00:10:50
    here this can also be in the operation space we  can have a finance folder people folder and one
  • 00:10:55
    for administrative tasks and then within  the delivery spaces is super important
  • 00:11:00
    this is where we're going to focus most of our  attention at each folder is going to represent
  • 00:11:05
    a different client and this is where all of  your client Works gonna live as you can see
  • 00:11:09
    here each client has its own folder all of  their work is going to live in their folder
  • 00:11:14
    and this structure is extremely important  following this framework is going to unlock
  • 00:11:19
    a ton of potential click up you're going to  have powerful views and reports that we had
  • 00:11:23
    discussed in the beginning so don't skip this  part and you need to have this framework down
  • 00:11:28
    so after our folders we now have lists and  lists are where the work is actually going
  • 00:11:33
    to live and we also need to know that we don't  necessarily need folders a list can live on its
  • 00:11:39
    own but folders are a great way to provide  a level of organization to your workspace
  • 00:11:43
    um so just to recall we have our everything level  our spaces our folders and now our lists so a
  • 00:11:49
    great example of a folderless list just to show  you is going to be this client management list
  • 00:11:53
    that you see over here essentially it's on its own  in delivery space I could put tasks in there that
  • 00:11:58
    are related to delivery but not a specific client  so in some cases you can have a folder list list
  • 00:12:03
    and now for the structure inside of our client  folders and what those lists looks like so you
  • 00:12:08
    can either have lists for different service  lines or you can just have a singular list for
  • 00:12:13
    a retainer and these decisions are really why we  start off with the blueprint process we want to
  • 00:12:18
    make sure that we have the structure all set and  ready to go before we get into the platform we
  • 00:12:22
    need to know what you need what you want what your  goals are and the visibility that you need as an
  • 00:12:26
    agency and that's what the blueprint is really  all about so we can design that structure and
  • 00:12:31
    everything included and then build it out inside  of click up so in addition to those service line
  • 00:12:36
    or retailer list you're also going to have lists  for different projects so the retainer list is
  • 00:12:41
    where my smaller deliverables can go but I'll  also have lists for website projects HubSpot
  • 00:12:47
    implementations onboarding things like that larger  projects that are one-off I can also have as their
  • 00:12:54
    own separate lists essentially if they get billed  separately then we can create that list for them
  • 00:12:58
    okay so now after lists we're also going to have  pair tasks subtasks and checklists so remember we
  • 00:13:07
    have our everything level we have our spaces we  have our folders we have our lists now we have
  • 00:13:12
    parent tasks subtasks and checklists and as you  know this is where the work is actually happening
  • 00:13:18
    so lists are where I live work actually happens  in pair tests and subtasks in checklist so the
  • 00:13:23
    way that you're going to use para tasks is these  parent tasks will represent deliverables so in
  • 00:13:28
    this example I have a blog post this parent task  is going to be used to group together steps in a
  • 00:13:35
    workflow which are my subtasks it's going to keep  all of my work in one place and it's going to make
  • 00:13:40
    sure nothing in this blog post deliverable false  to the cracks and it's also going to keep track
  • 00:13:45
    of progress for both our sake and our client's  sake so as you'll see in this example uh we'll
  • 00:13:50
    have some subtasks that are action steps that  need to be taken to complete this deliverable
  • 00:13:55
    this blog post these are going to look like uh  write the blog copy proof the blog copy apply
  • 00:14:01
    blog proofing revisions as well as design the blog  imagery so each of these is going to be assigned
  • 00:14:06
    to one person who is in charge of completing that  step now some important details within every task
  • 00:14:12
    in Click up you're also going to have checklists  so these checklists should be used as reminders
  • 00:14:18
    for seasoned users so it's essentially going  to tell them to don't forget to do this this
  • 00:14:23
    or that you need to have your checklist in there  it's going to hold them accountable and ensure
  • 00:14:28
    that we're delivering high quality work because  we're not forgetting anything we're going to
  • 00:14:31
    deliver high quality work for the client every  single time so in addition to the checklist in
  • 00:14:36
    these subtasks you're also going to have task  descriptions so this is going to be a place
  • 00:14:41
    for you to write your instructions or provide  a video for a new user you can link to an sop
  • 00:14:46
    document in the knowledge base which we discussed  earlier you can just write content in this text
  • 00:14:50
    box or you can embed an outside template like  a Google sheet or something like that or just
  • 00:14:55
    instructions into this description this is  really going to be how you make sure that the
  • 00:14:59
    process live lives where the work gets done and  this is super powerful because anytime someone
  • 00:15:05
    goes to a task they're going to have the contacts  they're going to have the best practices and it's
  • 00:15:09
    going to make your team way more productive  and follow your best practices because it's
  • 00:15:13
    right in front of them it's writing the task  it's going to make them way more efficient
  • 00:15:18
    so now once you understand this structure  it's time to start actually building out these
  • 00:15:25
    processes in your process Library so let's dive  into this your process library is going to host
  • 00:15:30
    all of the source files for your agency templates  as you can see here here's my example in my
  • 00:15:35
    process Library I'm going to have folders in here  as well to sort of group together my different
  • 00:15:40
    processes for like growth delivery operations it's  just going to help me organize my processes into
  • 00:15:46
    work categories and make it much easier for  my team to use them and navigate when they're
  • 00:15:51
    actually constructing them and remember these are  going to be updated over time they're not going
  • 00:15:54
    to be static you need to continue to optimize  these processes over time so we need to keep them
  • 00:15:59
    organized inside of our process library and for  those that do work with zenpilot we do have over
  • 00:16:05
    150 some agency templates to use these stem for  HubSpot implementations onboarding webinars SEO
  • 00:16:12
    audits even critical internal operations processes  surrounding recruiting and finance we have a lot
  • 00:16:18
    of processes for you to use so these have been  worked on over the years battle tested and offered
  • 00:16:24
    just an amazing Head Start and best practices  for every agency's click up success I've even
  • 00:16:30
    had people say that they were able to expand their  service offerings um just because they already had
  • 00:16:34
    processes built out for them they offer a great  place for you to start so that this can be really
  • 00:16:39
    sped up and you'll have the best practices on  how to actually build out a process in Click up
  • 00:16:45
    and remember your processes are one of the most  important components of this implementation you
  • 00:16:51
    need to have them built you want to get your  subject matter experts involved here you want to
  • 00:16:55
    prioritize which ones you need to build and then  you need to build the most important processes
  • 00:17:01
    but within click up you're going to have three  main types of templates so first off as we can see
  • 00:17:07
    here we're going to have our test templates these  are going to be your smaller deliverables or just
  • 00:17:13
    Tools in your toolbox these are going to be things  like blog posts as I talked about earlier social
  • 00:17:18
    media posts audits emails webinars things like  that a little bit smaller and we just deploy them
  • 00:17:24
    over and over and over again into your lists after  your task templates you're also going to have list
  • 00:17:31
    templates these are going to be your projects  think about things like website builds HubSpot
  • 00:17:36
    implementations brand redesigns Etc essentially  a task template merciles template a task is just
  • 00:17:42
    going to bring the parent tasks and subtasks  with all the time estimates due dates custom
  • 00:17:47
    fields and things but a list template is going to  ring the whole list it's also going to bring the
  • 00:17:50
    views within that list all the parent tests and  subtasks in that list so you can make it a little
  • 00:17:54
    bit larger for larger projects after your task  list templates we're also going to have folder
  • 00:17:59
    templates this is essentially as you can see here  be used for for new clients as they come on board
  • 00:18:05
    I'm going to have a pre-packaged uh service I'm  going to put my sort of onboard in there and
  • 00:18:10
    put it all into a client folder template this is  going to allow me to get my views and tasks short
  • 00:18:15
    in order for consistency and then in addition a  big benefit to this is going to be I'm going to
  • 00:18:20
    be able to have a centralized client document in  this folder that's going to be able to keep all
  • 00:18:24
    the meeting notes and client info in one location  make it super easy for the team to use so you have
  • 00:18:28
    task templates list templates in your client  folder template there in addition you also have
  • 00:18:34
    the ability to you use click up basically build  out a template for anything so you can create view
  • 00:18:40
    templates which will you'll be able to use more  you'll have doc templates which you can use as
  • 00:18:44
    well checklist templates which I wouldn't use as  much but also things like space temple it's really
  • 00:18:49
    the list goes on a lot of different options but  let's focus on the three main use cases um with
  • 00:18:54
    task lists and folder templates so as I mentioned  earlier your parent asks are going to represent
  • 00:18:59
    the name of your deliverable or your project  phase as you can see here and your subtasks are
  • 00:19:04
    going to represent all the action items that are  needed to complete a deliverable or project phase
  • 00:19:10
    um you need to make sure that the process lives  where the work gets done so you're going to use
  • 00:19:13
    checklist and task description for this if I  clicking a task you'll see that information
  • 00:19:18
    really the more process that you can get into  these workflows the more productive your team
  • 00:19:22
    will be because a lot of all the instructions  of how to complete something and addition it's
  • 00:19:26
    going to help them follow your best practices and  your clients because of that we'll be much happier
  • 00:19:33
    so let's go over how to best build out a  process so in here you're going to craft
  • 00:19:37
    each of these tasks these subtasks one user in  one sitting this is going to make it so that
  • 00:19:42
    everything is bite-sized pieces to ensure that  the team doesn't forget to do anything and so
  • 00:19:48
    that we see a full progress of a deliverable  or project essentially this means that each
  • 00:19:52
    task should only be assigned to one person and  it should keep the time estimate under about
  • 00:19:56
    four hours we don't want anything floating in  an in-progress view or something like that for
  • 00:20:00
    too long that's how work is going to get lost in  addition we're also going to add in a date map so
  • 00:20:05
    each task should have a due date but within  this we really only care about the distance
  • 00:20:09
    between the dates we can remap everything later  on so don't feel like you have to get the dates
  • 00:20:14
    right and this can only be used once essentially  you just put the first date in that and then day
  • 00:20:19
    after that day after that so on and so forth  you only care about the distance between the
  • 00:20:22
    dates this allows us to just remap it based off  that first subtask due date in the future and
  • 00:20:27
    in addition to that you also want to make sure  with those due dates you have independencies I
  • 00:20:31
    can add those into the Gantt view these are  going to help us string together the project
  • 00:20:34
    or the deliverable that allows us to remap due  dates in the future as well as skip the weekends
  • 00:20:40
    and then lastly after your time estimates your  dates and your dependencies you want to add a
  • 00:20:47
    custom Fields so custom Fields we're really going  to be using the main one as a deliverable for
  • 00:20:53
    this and this allow us to sign work in the future  because with these templates we need to build them
  • 00:20:57
    to scale if you assign them now you're essentially  just building them for today's environment and
  • 00:21:02
    that person that might be doing that test now  might not be doing that in a year from now so
  • 00:21:06
    we want to make sure we use deliverable custom  Fields so that we can make it more scalable
  • 00:21:10
    and build these for today and in the future this  deliverables really allow you to focus on work in
  • 00:21:17
    the future and just know maybe what role you need  to hire for because that role has a lot of work um
  • 00:21:22
    that you're deploying into the system in addition  we also use things like work category and task
  • 00:21:26
    type as you see here we're category and task types  are just ways for me to get additional filtering
  • 00:21:32
    capabilities especially for task type and the work  category is going to help a lot with showing you
  • 00:21:38
    visibility into the work categories or service  lines and your agency provides so maybe SEO is
  • 00:21:44
    very profitable for you or maybe more content  marketing is we'll be able to see the difference
  • 00:21:48
    between those two so when you've completed this  workflow in reminder it doesn't need to be perfect
  • 00:21:53
    you can always update it and change it and add  to it later on you can save it as a template so
  • 00:21:58
    you'll click on the Ellipsis right here find the  template Center and then I'm going to save it as
  • 00:22:02
    a template and when you have your structure  in order in all your processes are saved and
  • 00:22:07
    ready to go it's time to start thinking about the  getting the team trained and ready for launch day
  • 00:22:12
    this is extremely important and it's a piece that  a lot of agencies miss you always need to think
  • 00:22:18
    about your team you need to train your team on the  software as well as the expectations that you have
  • 00:22:23
    for them in the software we need to make sure we  walk our team through real life scenarios too so
  • 00:22:27
    make sure you have time set up for Q a and walk  them through if this happens then do this then
  • 00:22:31
    over time you'll be able to develop also a sort  of training course that they can they can use and
  • 00:22:36
    that'll help onboard them into the system you need  to also make sure that they know which each status
  • 00:22:41
    means what views are how to use views where to  communicate inside click up really the list goes
  • 00:22:48
    on there's a lot that you need to train them on  so make sure again that gets documenting your
  • 00:22:51
    knowledge base or elsewhere or you have a training  course for them to take and you hold those live
  • 00:22:56
    sessions so at zenpile we also take everyone  through at agency project management certification
  • 00:23:01
    you want to build out a training course for your  team that way it's way more scalable it helps walk
  • 00:23:06
    them through how to set things up it makes it  easy for you to bring on new employees into the
  • 00:23:12
    system and have a trading course all set up for  them to dig so make sure you build out something
  • 00:23:15
    like that for your team and so once your team  is trained up and you have everything you need
  • 00:23:19
    you are ready to launch you'll be using your your  new templates to deploy all this work so don't be
  • 00:23:25
    thinking that now that you've done all this you're  going to be doing a bulk CSV import from another
  • 00:23:30
    project management tool or from click up into  these new spaces that's a No-No we don't want
  • 00:23:34
    to do that that's not going to solve anything we  need to make sure we're using our new templates
  • 00:23:38
    so what you're going to do is you need to come  up with a migration plan you need to be thinking
  • 00:23:42
    about all your account managers who has the most  sort of visibility and knowing of each client and
  • 00:23:48
    they're going to be really in charge of migrating  your clients one folder at a time so what you're
  • 00:23:52
    going to do you're going to go to your delivery  space you're going to have your client folder
  • 00:23:57
    you're going to deploy that client folder just  so you can keep that cons uh that structure
  • 00:24:01
    consistent and easy to follow and then after that  you're gonna add your folder with your list under
  • 00:24:06
    there now you're going to take your test templates  and deploy them and assign them out make sure the
  • 00:24:10
    due dates match reality and then you're also  going to put in your list templates and deploy
  • 00:24:15
    those projects and assign those out as well make  sure everything is lined up and then make sure
  • 00:24:20
    you have a single source of truths inside of  click up so really if I can give you one piece
  • 00:24:25
    of advice here it's do not do a soft launch make  it a clear transition everyone should be working
  • 00:24:31
    out of one system to create the single source for  truth and to do this I'd recommend you launch on
  • 00:24:36
    a Monday this is going to give the team a fresh  new week inside of the new system and so now after
  • 00:24:43
    you've launched you need to focus on building  healthy habits and this is super important so
  • 00:24:47
    what we do we always set up views and dashboards  and things like that for your click up champion
  • 00:24:53
    and your click up Champion is going to be the  clue that really holds all of this together you
  • 00:24:57
    need to remember that you can only get out of  the system what you put into the system if you
  • 00:25:01
    want all the awesome views and dashboards and  things we talked about the beginning you need
  • 00:25:05
    to focus on getting the team to close their tests  to track their time and to keep the system clean
  • 00:25:10
    and that's really where your click up Champion is  going to come in handy essentially what they're
  • 00:25:14
    going to do is they're going to be taking care  of your overall systems design to make sure that
  • 00:25:18
    spaces those folders and lists and parent tests  and subtasks all stay consistent that's super
  • 00:25:24
    important they're also going to be monitoring  habits and behaviors of your team inside the
  • 00:25:29
    system so I have this dashboard right here where  they can monitor all that to see where potentially
  • 00:25:33
    tasks are not completed where they're really  overdue we can also see where there's no time
  • 00:25:38
    estimates no due dates in the signees remember  that's super important for workload and making
  • 00:25:42
    sure nothing slips to the cracks and then lastly  they're also going to be your click up expert to
  • 00:25:46
    answer any questions that your team has looking  daily at obvious things like who track time who
  • 00:25:53
    did it who has a lot of overdue tasks who has  completed tasks in overall profile setup also
  • 00:25:58
    who's clearing the notifications they're also  going to have more weekly and monthly cadences to
  • 00:26:03
    evaluate profitability by service lines evaluate  utilization and where time was spent and we have
  • 00:26:09
    all these dashboards down here for them to look  at all this information and through all these
  • 00:26:14
    cadences they're gonna be able to prioritize  their issues they're gonna be able to optimize
  • 00:26:17
    the system and continue to train the team to get  better and better and better each day and really
  • 00:26:22
    there you have it this is how you take the chaos  out of project management so let me ask you are
  • 00:26:28
    you ready to completely transform your operations  at sempile we've taken almost 3 000 agencies
  • 00:26:34
    through this process and we've also trained over  10 000 people on how to use click up we've helped
  • 00:26:38
    agency owners increase productivity by 400  percent completely remove themselves from the
  • 00:26:43
    operation and sell their business we've able to  help agencies grow profits by 1.2 million dollars
  • 00:26:49
    in year one they've been able to Triple head count  seamlessly and improve client retention taking
  • 00:26:55
    your operation seriously will change your life and  I want you to experience this life-changing impact
  • 00:27:00
    so if you're ready to experience the power  of world class operations go to zempilot.com
  • 00:27:06
    call we're here to lead your last project  management implementation so that you could
  • 00:27:11
    stop tool switching and finally get the project  management system that's simple and powerful and
  • 00:27:17
    actually sticks for your team and I cannot wait  for you to be the next agency success story I'll
  • 00:27:22
    see you over at zempallot.com thanks for watching  this video we'll see you again next time [Music]
Etiquetas
  • Project Management
  • ClickUp
  • Zempilot
  • Team Productivity
  • Agency Operations
  • Client Management
  • Workflow Efficiency
  • Dashboard Views
  • Task Management
  • Training & Implementation